Administrative Assistant - Terra Constructs : Job Details

JOB TITLE: Sr. Administrative Assistant

Terra Site Constructors, LLC dba Terra Constructs is currently seeking a Mid level Administrative Assistant with 5-7 years of experience for our office in Chantilly, Virginia. This position is ideal for someone with a can-do attitude and desire for continuous development as an administrative professional. If you are someone who enjoys the challenge of effectively maintaining complex tasks and providing top-notch administrative support, this could be the job for you!

JOB DESCRIPTION:

This is a mid-level administrative role offering support to our contracts and estimating departments. The role includes, but is not limited to, assisting with proposal submissions, bid tracking and reporting, and maintaining up to date contract documentation. The ideal candidate possesses a high level of attention to detail and strong organizational skill. This position is responsible for maintaining a positive customer experience and requires the ability to anticipate needs of the company while meeting or exceeding deadlines. Consistent client outreach and follow-up will be required.

This is a fully in-office position located in Chantilly, Virginia.

ESSENTIAL DUTIES, RESPONSIBILITIES & JOB FUNCTIONS:

• Proposal and Bid Support – Track, collect, and consolidate proposals and bid documents. Draft, proofread, edit and coordinate proposal submissions. Work directly with team members to ensure that deliverables are provided on-time. Escalate for attention when needed.
• Contract Support – Track, collect and maintain up to date documentation from clients, subcontractors and vendors. Work with contracts manager and accounting to adhere to all contract and bookkeeping requirements.
• Project Reporting – Track, collect, and consolidate routine reports. Work directly with team members to ensure that deliverables are provided on-time. Escalate for attention when needed.
• Team Meetings – Prepare schedule, agenda, reports consolidation, package preparation and capture and publish action items, notes, and list of attendees.

Project Support – Personnel background security check paperwork, hands-on with employees, project managers and supervisors. Tracking, anticipation of deadlines, attention to detail, and secure transmission and retention of data.

• Backup for other employees may be requested.
• Duties and reporting structure are subject to change.

COMPUTER SKILLS: MS Office Professional (Outlook, Word, Excel, PowerPoint), Adobe Acrobat (create fillable forms, combine files), SharePoint shared file folders, Chrome/Firefox/Edge, Salesforce and/or Procore a plus.

JOB REQUIREMENTS

• Bachelor's degree in any field preferred. However, a combination of coursework and experience, or extensive related professional experience, is acceptable for consideration in this position.
• 5+ Years of Administrative Experience.
• Strong interpersonal, customer service, verbal, and written communication skills.
• Time management skills to prioritize and meet deadlines is essential.
• Ability to maintain a high level of confidentiality.
• Strong organizational, problem-solving, and analytical skills. Intuitive and adaptable.
• Reliable and punctual.
• Ability to speak Spanish is a plus.

This is an on-site position with no hybrid or remote work option.

CITIZENSHIP REQUIREMENT: Because of the sensitive nature of programs that this position will support, U. S. Citizenship is required.

EMPLOYMENT TYPE: Direct Hire

HOURS: Full-time, 8:00 am – 5:00 pm, Mon-Fri

LOCATION REQUIREMENT: This position requires on-site office duties at the Chantilly, VA location. This is not a remote nor a work from home position.

OVERTIME REQUIREMENT: Some overtime may be required. This is an exempt salaried position.

COMPENSATION: Based upon experience.

To learn about Terra Site Constructors, LLC DBA Terra Constructs and the services we provide, please visit our website at terraconstructs.com

• Terra Site Constructors, LLC is an Equal Opportunity Employer (EOE) we provide opportunity to all employees and applicants without regard to race, sex, national origin, religion, age, disability, veteran status, genetic information, sexual orientation, gender identity and any other protected status in accordance with applicable law.
• Terra Site Constructors, LLC offers a competitive compensation and benefits package, including medical, dental, and vision and short-term disability insurance, paid time off, and a 401(k) plan.
• All applicants will be drug and alcohol tested after an offer of employment.
• All applicants will be asked to complete an employment application and packet after an offer of employment.
• All employees, except those in temporary status, must serve a 90-day probationary period.

If you are interested in this opportunity, please complete the LinkedIn form, or email your resume to [email protected] and provide a list of at least 3 professional references.